Withdrawal Information

WITHDRAWING FROM A CLASS OR THE UNIVERSITY

Eastern Kentucky University (EKU) is strongly committed to supporting students in achieving success in their intellectual and extracurricular endeavors. Withdrawing may not be your only option. Please contact the University Advising Office at 859-622-2276 for further assistance.

Financial Implications of a Medical Withdrawal

There is no automatic tuition refund associated with a Medical Withdraw. A Medical Withdrawal is designed for academic purposes, not financial purposes; it allows the student the opportunity to protect his/her academic standing with the University by preventing the student from failing all courses for that semester. Providing that the requested withdrawal is approved, tuition charges will be adjusted based on the regular, published, refund guidelines, effective as of the date the completed withdrawal form was received by the Registrar’s Office.  Any questions or appeals regarding tuition reimbursement must be sent to the Director of Student Accounting Services.  Such an appeal can only be considered after the Medical Withdraw Committee has rendered a decision regarding the request for medical withdrawal.

Contact the Registrar’s Office if you have any questions regarding the process to withdraw from a class, or from the University.  Questions may be emailed to registration@eku.edu or call 859-622-2320. 


Withdrawing from a Class  (top)

Have a HOLD preventing your access to the Add/Drop screen in EKUDirect?

  • HOLDS on a student record are there because an office wishes to convey a message to that student, they want the student to have a conversation, return a library book, or they may only intend to prevent the student from adding a class, not from dropping.
  • A HOLD does not mean you are not allowed to withdraw.
  • Call the Registration Help Line at 859-622-2320, or email registration@eku.edu, or come to the Registrar's Office in the Student Success Building, Room 239.

Want to withdraw from a Developmental Class (090 or 095)? 

What if I want to withdraw from a short-term class (less than 16 wks long)?

  • Look at the Colonel’s Compass,  there is a list of deadlines for every class, listed by starting date of the class.  The Colonels’ Compass will tell you the last day to go online and drop or withdraw from a class.

A.  Withdrawing from a class during the first 12 weeks of a full semester:

        Students withdraw through EKUDirect.  No Withdrawal fee is charged-during the first 4 weeks of the term.  Beginning with the 5th week of a full semester class a withdrawal fee of $50 per credit hour, per course, will be applied to the student's account.  There is a maximum fee of $150 per course.  Therefore, a 4 or 5 credit hour course will have the same withdrawal fee ($150) as a 3 credit hour course.  

  1. Class drops/withdrawals are available via EKUDirect only during the first 4 weeks of the semester.
  2. Go online to EKUDirect, ADD/DROP link, and select "drop by web" or "withdraw by web".
  3. Students are welcome to perform this activity at the Registration Center where there is staff available to help.
  4. For EACH registered class select DROP or WD course--Withdraw by web. (During the first four weeks of the term one of these selections will be available).
  5. Click the button Submit Changes. Under "Status," verify that the word "Registered" has been replaced with "Dropped" or "WD course". Also, be sure that Credit Hours are "0.0 hours".
  6. This action is immediate and any tuition refunds are effective the moment the student clicks the Submit Change button.
  7.  BE SURE TO CLICK ON THE SUBMIT BUTTON - WAIT FOR THE SCREEN TO REFRESH.
  8. Confirm that all classes have been dropped/withdrawn as desired by looking at the link PRINTABLE STUDENT SCHEDULE (also in EKUDirect). 
  9. Print the PRINTABLE STUDENT SCHEDULE as your proof that they action was completed.

 

Withdrawing from the University  (top)

Students who leave the University without obtaining an official withdrawal are subject to the grade of “F” in their courses.

Requesting an Official University Withdraw before the 12th week of the term

To officially withdraw from the University students may simply go online to EKU Direct and withdraw from all classes. Students may also complete the University Withdraw Form.  Students should first consult with an advisor in the Office of University Advising to discuss whether leaving EKU is the best option.  No withdrawal fee applies if the student is withdrawing completely from the University.  Students who withdraw completely from the University will have all future course registrations cancelled.  Students should consider this action carefully as “W” grades can impede progress toward graduation and may have negative repercussions on Financial Aid eligibility.

Use this form to request an official, complete, University Withdrawal, before the 12th week of the semester:  University Withdrawal Form.

Need to make an official withdraw from the University, but have no Internet Access?

  • A student may submit a written request to withdraw from the University.  Fax or mail this written request to the EKU Registrar.  Whitlock PO Box 58, 521 Lancaster Ave. EKU, Richmond KY 40475.  FAX: 859-622-6599.   Students must clearly state they are completely withdrawing from the University with an effective date, print their name, and include his/her signature with date, EKU ID number, and current phone contact.

Dining Services Refund for Students Withdrawing from the University:

Housing Refund for Students Withdrawing from the University:

  •  For Housing refunds, please submit a written request to the Director of Housing, Whitlock CPO 51, Eastern Kentucky University, 521 Lancaster Avenue, Richmond, Kentucky 40475-3151.  Housing refunds are only applicable for a limited period of time at the beginning of the semester. 

Late Withdrawals due to Exceptional Medical Situations

When physical or mental illness, or other extraordinary circumstances, intrude upon a student’s ability to successfully meet the requirements of his or her course of study, such that the student is unable to avail themselves of standard methods for withdrawing from the University, per the above described timeframe, the student may complete a request for a Medical Withdrawal or a Compassionate Withdrawal.

Compassionate Withdrawal  (top)

After the 12th week, a student who is the victim of extraordinary circumstances which do not qualify him/her for a Medical Withdraw may petition for a Compassionate Withdrawal from the University. [Before the 12th week of a full term any student may withdraw from a class without petitioning the Withdrawal Committee.] 

The student who wishes to withdraw after the deadline to do so must appeal to the Compassionate Withdrawal committee through the Registrar’s Office. The deadline for filing a petition for withdrawal under extraordinary circumstances (Compassionate Withdrawal) is the last day of the full semester following the term from which the student is seeking withdrawal. The student must complete a Withdrawal Petition Form and should include justification and documentation for the withdrawal. If approved, the Registrar will assign grades of “W “and will notify the instructors of the class.

To petition for a Late Withdraw students should complete the following form:  Petition for Late Withdrawal.

Medical Withdrawal  (top)

Voluntary Medical Withdrawal

Students may request a Medical Withdrawal from EKU when serious physical or mental health issues prevent the student from continuing with coursework in the current semester.  The severity and duration of the medical problems must be such that it would be unreasonable to expect the student to make up missed class work. A Medical Withdrawal is appropriate only when “incompletes” or other arrangements with instructors are not possible.  A request for a medical withdrawal can only be considered when the request is to withdraw from all classes and will not be granted if final exams have been taken for that semester.  This policy does not address withdrawal from individual classes and is not appropriate for retroactive situations. 

Requests for a Medical Withdrawal requires thorough and credible documentation by the appropriate healthcare provider.  The deadline for filing a petition for a Medical Withdrawal is the last day of classes for the semester from which the student is seeking withdrawal.

If the request to take a medical leave of absence is due to physical issues, the appropriate documenting healthcare provider is a licensed medical practitioner with knowledge of the student’s past medical history and who is presently working with the student to resolve current physical health issues.  This physician should be the student’s primary health care provider at the time of the request for Medical Withdrawal, and should not be a family member.  If the medical situation involves emergency hospitalization, documentation from the emergency room physician or hospitalist is required in lieu of the preceding information.

If the request for a Medical Withdrawal is due to mental health reasons, the appropriate documenting healthcare provider would be a licensed psychiatrist, psychologist, or counselor with knowledge of the student’s past mental health history and who is presently working with the student to resolve the current mental health problems and should not be a family member.  Taking a Medical Withdrawal of at least one full semester away from the University will enhance the likelihood of success upon the student’s return. 

Process

The student, or parent or guardian with legal permission to make health care decisions (if the student is unable to complete the form), completes the Medical Leave of Absence Request Form.  Once completed, the form, and required accompanying  medical documentation, is submitted to the Dean of Students.  If the Medical Withdrawal is approved the student's transcript for the semester the leave begins will have a final grade of “W” applied to all courses.

Returning to EKU from a Medical Leave of Absence

The student will be obligated to adhere to the requirements for returning from a medical leave.  The student is expected to complete the Request to Return from Medical Leave Form and to provide documentation that the physical or mental health condition has been treated and symptoms that required withdrawal from the University are sufficiently resolved to allow the student to return to the University. 

Financial Implications of a Medical Withdrawal

There is no automatic tuition refund associated with a Medical Withdraw.  A Medical Withdrawal is designed for academic purposes, not financial purposes; it allows the student the opportunity to protect his/her academic standing with the University by preventing the student from failing all courses for that semester. Providing that the requested withdrawal is approved, tuition charges will be adjusted based on the regular, published, refund guidelines, effective as of the date the completed withdrawal form was received by the Registrar’s Office.  Any questions or appeals regarding tuition reimbursement must be sent to the Director of Student Accounting Services.  Such an appeal can only be considered after the Medical Withdraw Committee has rendered a decision regarding the request for medical withdrawal.

Involuntary Medical Withdrawal

Eastern Kentucky University may place a student on an involuntary medical leave of absence for reasons of personal or community safety.

Purpose

Eastern Kentucky University is committed to preserving the integrity of its learning environment.  University officials occasionally become aware of a student who may be seriously interfering with this purpose because of a mental, emotional, or psychological health condition.  In these situations, information may be provided to the Dean of Students for investigation by the Student Assistance & Intervention Team (SAIT).    The SAIT may consider the appropriateness of (1) referring the student to the Office of Student Rights and Responsibilities, (2) referral to EKU police, (3) referral for involuntary examination, hospitalization, and treatment for mental illness under state law, or (4) referral for mandatory assessment and treatment of substance abuse.

In addition to, or instead of, any of these procedures, the matter may be handled as a potential involuntary medical withdrawal according to the standards and procedures described in this policy.

Procedure

Eastern Kentucky University may require a student to take a medical leave of absence, if in the judgment of the Student Assistance & Intervention Team (SAIT), and in coordination with the Director of Student Health Services and/or the Director of the EKU Counseling Center, the student, (a) poses a threat to the lives or safety of himself/herself or other members of the EKU community; or (b) has displayed behaviors associated with a medical or mental health condition that seriously interferes with the student’s ability to function and/or seriously interferes with the educational pursuits of other members of the EKU community.

In making the recommendation to require a student to take a medical leave, the Student Assistance & Intervention Team, and/or the directors of Student Health Services or the EKU Counseling Center will act out of concern for the student and his or her rights, concern for other EKU students, and concern for the University community as a whole.  Consideration will be given to whether the University is able to provide the level of care and guidance needed, whether there is a likelihood that the student will pose a threat to himself/herself or others, and/or to what extent the student’s condition and behaviors seriously interfere with the rights of others in the community to carry on their educational pursuits.

Recommendation for Involuntary Medical Withdrawal will be forwarded to the Associate Provost and Vice President for Student Affairs for final approval. 

Involuntary medical withdrawal is not a substitute for appropriate disciplinary action.  A student suffering from a mental health or substance abuse disorder who is accused of a disciplinary violation shall not be diverted from the disciplinary process unless, (1) the Executive Director of Student Rights & Responsibilities releases responsibility to the SAIT for further investigation, or (2) as a result of the mental or substance abuse disorder the student either lacks the capacity to respond to the charges, or did not know the nature and seriousness of the behavior in question. This policy will not be used to dismiss socially or politically “eccentric” students who have not otherwise engaged in behavior which poses a danger to themselves or others, or which disrupts normal University activities in a substantial manner.

Standard

A student will be subject to involuntary medical withdrawal if the SAIT concludes that, in its professional judgment, the student is suffering from a mental, emotional, or psychological health disorder and, as a result of this disorder, engages, or threatens to engage, in behavior which

               A. poses a significant danger or threat of causing physical harm to the student or others, or

               B. substantially impedes the lawful activities of other members of the campus community, or the educational process or proper activities or functions of the University or it personnel.

At any point in the process of the SAIT investigation, the student may request a voluntary medical withdrawal from the Dean of Students.  If the request is granted, the involuntary medical withdrawal process will end; however, voluntary withdrawal will not terminate any pending disciplinary action.

If the student’s request for a voluntary medical withdrawal is granted, the student will be subject to the readmission requirements detailed in the Voluntary Medical Withdrawal Policy.

Military Withdrawals  (top)

An active duty military, National Guard, or reservist who is activated and/or deployed during the semester can receive a Military Withdrawal from all or some classes. These students should send a letter requesting a Military Withdrawal and enclose a copy of their activation notification. Students who elect to enlist in the military during the semester are not eligible for a Military Withdrawal. The Office of the Registrar staff will process the withdrawal which also triggers a 100% refund or reduction of tuition. Requests can be faxed or emailed to Registrar@eku.edu, 859-622-8031; the number to call with questions regarding Military Withdrawals is 859-622-2320.  Thank you for your service.

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